Abrar Admin

Dark Horse Athletics

<div>Administrative Assistant | Dark Horse Athletics 
Position Type: Full-Time

Start Date: April 2026

Reports To: Co-Directors of Administration 
Job Summary

The Administrative Assistant provides critical support to customers, training staff, and the management team. This role serves as the &quot;face and voice&quot; of Dark Horse Athletics, requiring a blend of exceptional customer service, meticulous office management, and event logistics. You will navigate a high-paced environment, managing multiple priorities&mdash;from financial record-keeping and payment collection to coordinating youth hockey associations and supporting large-scale tournaments. 
Key Objectives &amp; Purposes
<ul>
<li>Customer Excellence: Act as the primary point of contact, ensuring every interaction is knowledgeable, professional, and friendly.</li>
<li>Financial Stewardship: Maintain high attention to detail and discretion while tracking membership payments and resolving overdue balances for 1,500+ members.</li>
<li>Operational Efficiency: Master proprietary scheduling and project management software to ensure programs run seamlessly.</li>
<li>Adaptability: Transition fluidly between focused desk work and physical tasks (inventory, retail trips, and event setup).</li></ul> 
Major Duties &amp; Responsibilities

1. Communication &amp; Relationship Management
<ul>
<li>Responsiveness: Answer phone calls and emails within a strict 24-hour window, providing detailed and helpful information.</li>
<li>Escalation: Identify and escalate urgent issues to management to ensure timely resolution.</li>
</ul>
2. Financial Tracking &amp; Collection
<ul>
<li>Accounts Receivable: Maintain accurate records of all member payments.</li>
<li>Collections: Proactively follow up on overdue balances, documenting special circumstances or payment plans with high levels of discretion.</li>
<li>POS Operations: Assist with retail sales (primarily apparel), ensuring accurate transactions and inventory tracking.</li>
</ul>
3. Systems &amp; Project Management
<ul>
<li>Project Tracking: Utilize proprietary software to monitor program applications and delegate tasks for special projects.</li>
<li>Scheduling: Manage and update complex training and staff calendars, communicating changes proactively to all stakeholders.</li>
<li>Technology Proficiency: Maintain high-level performance within Google Workspace and internal platforms. (Experience with Hubspot, WordPress, and SEO is a significant plus).</li>
</ul>
4. Operations, Purchasing &amp; Logistics
<ul>
<li>Procurement: Manage inventory for office and training supplies. This includes online ordering and &quot;run-to-store&quot; trips for large retail pickups.</li>
<li>Tournament Support: Assist in (or lead) the organization of tournament logistics, including booking officials, trainers, and staff.</li>
<li>Physical Requirements: Must be able to comfortably lift 50 pounds and remain active when moving materials or setting up for training sessions.</li>
</ul>
5. Event Commitment
<ul>
<li>Tournament Weekends: Availability to work two tournament weekends per year is required. This involves on-site coordination and event leadership.</li></ul> 
Qualifications
<ul>
<li>Professionalism: Proven ability to communicate effectively with families and executive leadership.</li>
<li>Technical Skills: Expert-level Google Workspace skills; ability to learn proprietary software quickly.</li>
<li>Work Ethic: Thrives in a high-intensity environment; able to manage multiple tasks without losing attention to detail.</li>
<li>Discretion: Experience handling sensitive financial information.</li></ul></div>

Administrative Assistant

Join Dark Horse Athletics and explore 1   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

Dark Horse Athletics

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Administrative Assistant